FY26 RFQ for 25 Year Awards Luncheon - Crowne Plaza.pdf

Request for Quote Illinois Department of Transportation

26-PM-R-281743

Title: FY26 Twenty-Five Year Awards Luncheon

1. Statement of Work:

The Illinois Department of Transportation (IDOT), Office of Finance and Administration (F&A), is seeking a venue that can provide catering service and set-up for a Twenty- Five-Year Service Awards Recognition Luncheon.

IDOT strives to acknowledge employees’ contributions to the department and increase employee morale through recognition initiatives and events aimed at ensuring employees are aware of their value.

2. Hotel Specifications and Mandatory Requirements:

• Must be available from 7:30 – 3:00 on one of the following dates:

A. Tuesday, October 21, 2025 B. Thursday, November 13, 2025

• Must be located in Springfield, Illinois

• Banquet room must be available at 7:30 a.m. for IDOT staff to set out recognition plaques on linen-covered/skirted tables at the front of the banquet room.

• Must have onsite catering to provide the following:

A. Self-Serve Beverage Station - Outside banquet room with coffee, flavored creamer, hot tea, ice water and iced tea (if space does not allow, inside the banquet room is acceptable).

Beverage Station Included in Meal Pricing Below

B. Sit Down/Plated Luncheon – Chicken dish, potatoes, traditional house salad with two choices of dressing (Ranch and French), seasonal vegetable, rolls and butter, dessert, regular and decaf coffees, water, iced tea.

Traditional Mixed Greens Salad with Ranch & French Dressings Grilled Chicken Caprese with Fresh Mozzarella, Tomato, Basil, Balsamic Drizzle Herb Roasted Redskin Potatoes Seasonal Vegetable Medley Rolls & Butter Chef’s Selection of Dessert $31.00++ ($38.75 per guest inclusive of service charge)

• Banquet room to seat up to 200 people with linen-covered round tables No Charge

• Three (3) linen-covered/skirted 8’ tables at the front of the room to put recognition plaques on No Charge

• Audio Equipment: Podium with microphone set up at the front of the banquet room $50.00++ ($61.50 inclusive of service charge for microphone)

• Linen-covered/skirted registration table outside of banquet room with 2 chairs No Charge

• Available parking for guests and agency staff (parking cost must be included in the total pricing quote below.) No Charge

3. Pricing:

Lowest Quote: $7,811.50 (Based on a max of 200 guests).

This quote should be all inclusive as stated in “Section 2, Hotel Specifications and Mandatory Requirements.” The total should reflect in the space provided in this paragraph.

• Final count on catering to be provided by IDOT no less than 5 calendar days prior to the event.

• Any contractual revisions resulting in a cost adjustment will be at the consent of both parties (IDOT and the Vendor).

4. Award Determination:

• Award will be made to the lowest bidder that meets all mandatory requirements and location.